4.5. SR 10-02-2017
Request for Action
To Item Number
Mayor and City Council 4.5
Agenda Section Meeting Date Prepared by
Consent October 2, 2017 Lauren Wipper, Human Resource Representative
Item Description Reviewed by
IT Specialist and Records Specialist Position Lori Ziemer, Finance Director
Descriptions Bob Pearson, IT Manager
Tina Allard, City Clerk
Reviewed by
Cal Portner, City Administrator
Action Requested
Approve, by motion, the updated position description for IT Specialist and the new position description
for Records Specialist.
Background/Discussion
IT Specialist
Upon evaluating the IT Specialist position description to go to market to fill the vacancy, staff decided
the minimum experience requirement should be changed from two years to four years. The level of work
expected of the person in this position requires more hands-on experience than was previously required.
Records Specialist
With the internal transfer of the Administrative Services Senior Administrative Assistant to the Planning
Division, an internal review of the job and workload was evaluated and it was determined position would
be better utilized with a focus on records management. The resulting Records Specialist position
description is attached for your approval.
Financial Impact
The change in years of experience moves the IT Specialist position from pay grade 6 to pay grade 7. This
position has been vacant since May and was budgeted at the top of pay grade 6 so this change will have
no financial impact for 2017 or 2018.
The Records Specialist position falls into pay grade 5. The vacant Senior Administrative Assistant was in
pay grade 6 resulting in a budget savings.
Attachments
IT Specialist position description
Records Specialist position description
The Elk River Vision
A welcoming community with revolutionary and spirited resourcefulness, exceptional
service, and community engagement that encourages and inspires prosperity
City of Elk River
IT Specialist
Position Description
Department/Division: Immediate Supervisor:
Finance/Information Technology IT Manager
Pay Grade: FLSA Status: Last Updated: (date)
7 Exempt 10/2017
Positions Supervised:
N/A
Position Summary
-related hardware, software, and
networking systems to ensure the stability, securing, and optimization of voice, data, video, and
wireless network systems.
Essential Functions
1. Provides support for the city information technology environment.
A. Assists in designing and implements and manages firewall, backup system, VoIP
system, storage system, and virtual server environment.
B. Monitors performance and security posture of city networks.
C. Troubleshoots infrastructure issues, including VoIP, servers, storage, switches,
routers, firewalls, and security systems.
D. Works with vendor subject matter experts to resolve problems when necessary.
E. Supports desktop computing environment including hardware and software.
F. Creates and manages user accounts in the various systems including network logon,
messaging logon, and security system.
G. Creates and maintains systems networking addressing required for effective
connectivity and security, including IP addressing plus server, domain, and work
station identification.
H. Provides on-call coverage evenings, weekends, and holidays for IT related issues.
2. Maintains documentation.
A. Keeps hardware and software inventory documents current.
B. Maintains help desk call logs.
C. Maintains application software library to include media, documentation, and
licensing information.
3. Coordinates addition of new software systems.
A. Schedules and installs software and ensures it is operational.
B. Serves as city liaison with vendor on all installation issues.
4. Performs other essential job duties.
A. Regular and timely work attendance.
B. Follows all safety procedures and participates in safety training.
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Required Knowledge, Skills, and Abilities
Knowledge of server and storage virtualization.
Ability to maintain detailed documentation of software/hardware information.
Technical understanding of distributed and remote computing technologies.
Ability to troubleshoot problems using computer diagnostic tools.
Understanding of malware, their impacts, and appropriate countermeasures.
Understanding of network and operating system security.
Understanding of backup and restore methods and related technologies.
Ability to operate IT infrastructure, shutdown, and startup systems.
Ability to monitor and tune systems performance and watch for abnormalities.
Understanding of security policies and ability to educate and inform employees about
security procedures.
Strong analytical and troubleshooting skills
Strong interpersonal, written, and oral communications skills.
Ability to lift 30 pounds.
Minimum Qualifications
Completion of two-year post-secondary program in computer operations, information
systems, or related field.
Four years of experience supporting and troubleshooting in an IT
environment/infrastructure.
and good driving record.
Preferred Qualifications
Four year degree in Computer Information Systems or equivalent.
Cisco CCNA Certification
VMware Certified Associate
This Position Description is not intended to be all-
to assign additional duties and responsibilities or remove duties and responsibilities at any time.
This Position Description does not constitute a Contract of Employment.
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IT Specialist
City of Elk River
Records Specialist
Position Description
Department: Immediate Supervisor:
Administration/Administrative Services City Clerk
Pay Grade: FLSA Status: Last Updated: (date)
5 Non-Exempt 10/2017
Positions Supervised:
N/A
Position Summary
The Records Specialists coordinates and administers the records management of public records for
the city in accordance with various laws.
Essential Functions
1. Maintains regulatory compliance.
A. Analyzes records management practices and recommends, develops, and implements
policies and processes to ensure efficient and accurate records storage, retrieval,
retention, destruction, and adherence to applicable laws.
B. Provides technical assistance to staff responding to data requests, including
conducting searches of electronic records and preparing data for review.
2. Manages records storage structure.
A. Works with directors/managers to meet the records business needs of the
departments.
B. Develops and maintains a structure of Meta data to support records retention,
digitization, and management.
C. Develops and maintains standard scanning and storage templates for each record
type.
D. Develops and maintains business processes and procedures for inventory and
archiving of existing digital records and storage of new records.
E. Serves as the primary support contact for Laserfiche. Provides staff assistance,
training, and troubleshooting. Monitors system use, identifies potential new uses, and
develops Laserfiche solutions including workflow automation.
3. Performs records administration activities.
A. Provides follow-up to customer and staff inquiries.
B. Coordinates and conducts document scanning/imaging, data entry, file logging,
distribution, storage, retrieval, and destruction.
C. Coordinates archive paper records conversion projects and teams until all paper
records and archives are inventoried, scanned, digitized, and incorporated in the
records management system.
D. Administers periodic records destruction in accordance with regulations and
consistent with business needs.
E. Maintains
F. Attends, records, and transcribes City Council and other board meetings. Prepares
minutes to accurately record official meeting minutes.
G. Coordinates and ensures ordinances, minutes, resolutions, and contracts are
accurately documented and records maintained.
H. Assists in coordinating meeting agenda preparation and distribution, including
monitoring, reviewing, editing, and processing staff reports and memos.
I. Updates the Elk River Municipal Code as ordinances are approved; assembles and
forwards changes to the code company for editorial review and printing.
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4. Performs record management training activities.
A. Prepares training material for regulatory requirements, best management practices,
business processes and procedures, and operation of the electronic records
management system.
B. Conducts new employee and recurring employee training.
5. Serves as backup receptionist.
A. Coordinates schedules and relieves receptionist to ensure coverage during the lunch
hour; works shifts at the reception desk in the absence of the receptionist.
Receives and appropriately routes, responds to requests for information.
Receives and refers visitors to appropriate person.
Processes incoming and outgoing mail.
Issues permits, such as pet licenses, burning permits, and snowmobile permits.
6. Performs election activities.
A. Assists the city clerk in operations of special, primary and general elections.
B. Responds to public inquiries regarding elections.
7. Performs other essential job duties.
A. Regular and timely work attendance.
B. Follows all safety procedures and participates in safety training.
Required Knowledge, Skills, and Abilities
Knowledge of the English language including excellent spelling and grammar.
Knowledge of methods and techniques of records and information management programs
and systems.
Knowledge of archival issues and trends.
Skilled in establishing and maintaining effective working relationships with various groups.
Skilled in using computer or various other software programs, including Laserfiche (or
similar), Microsoft Office Suite, or other related programs.
Skilled at creating and maintaining data and informational databases, meta-data extraction,
taxonomy, and file maintenance.
Ability to maintain confidentiality.
Ability to organize daily work, set priorities, and work independently.
Ability to understand state and federal laws, statutes, and regulations pertaining to records
management, including the MN Government Data Practices Act.
Minimum Qualifications
Formal training in Records Management, Library Science, Project Management, Information
Science or other related field.
Two (2) years of work experience with Electronic Content Management Systems.
Preferred Qualifications
Experience in Library/Archives/Records and information sciences.
Experience with municipal government records management.
Knowledge of Laserfiche.
This Position Description is not intended to be all-
to assign additional duties and responsibilities or remove duties and responsibilities at any time.
This Position Description does not constitute a Contract of Employment.
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Records Specialist